Events Manager

About Hope Is Alive

Hope Is Alive Ministries is a faith-based nonprofit recovery organization dedicated to transforming lives through Jesus Christ. Founded on the belief that lasting recovery is possible, HIA operates across six states (Oklahoma, Kansas, Missouri, Colorado, Texas, and North Carolina), serving individuals and families affected by addiction through residential recovery programs, community outreach, and discipleship.

Every member of the HIA team is called to embody the organization's mission and values as both a professional and a servant leader.

Position Summary

The Events Manager plans, coordinates, and executes Hope Is Alive Ministries events, conferences, and donor and ministry gatherings across HIA's six-state footprint. Working within the priorities and budget set by the Co-CEO and Executive Team, this role manages every stage of event delivery from planning through post event wrap up, leads event coordinators and volunteers, manages vendor relationships within approved budgets, and partners with Development, Communications, and Operations to ensure every event advances HIA's Christ centered mission.

Ministry Alignment

This position requires active support of HIA's Statement of Faith and Code of Conduct. The following reflect how this role specifically advances our mission:

• Executing every HIA event with excellence and warm hospitality ensures that donors, churches, and community partners experience HIA's mission firsthand.
• Managing event budgets and vendor relationships carefully is itself an act of ministry, since resources well stewarded are resources available for residents and their recovery.
• This role requires a personal passion for and alignment with HIA's Christ centered mission, since the events team is often the first impression HIA makes on partners and supporters.

Key Responsibilities

The following are the primary duties and responsibilities of this position. This list is not exhaustive and may be adjusted to support organizational needs.

Event Planning & Execution

• Plan and execute HIA events, conferences, and donor and ministry gatherings from concept through post event wrap up, in line with priorities set by the Co-CEO and Executive Team
• Build detailed event plans, timelines, run of show documents, and staffing assignments for each event
• Serve as the on site lead for events, managing setup, guest experience, program flow, and teardown
• Track event outcomes, including attendance, cost, and fundraising results, and apply lessons learned to future events

Team Coordination

• Supervise and support event coordinators, and direct the work of event support staff and volunteers
• Assign responsibilities, set clear expectations, and hold regular check ins with team members
• Recruit, train, and schedule event volunteers in partnership with HIA program locations
• Cross train team members so event coverage does not depend on any single person
• Foster a culture of hospitality, excellence, and service consistent with HIA's mission

Budget & Vendor Management

• Manage individual event budgets within the annual events budget approved by the Executive Team, tracking spend and reporting variances to the Co-CEO
• Source and coordinate venues, hotels, caterers, and production vendors across multiple states
• Negotiate vendor terms and route contracts for approval and signature according to HIA's approval authority
• Monitor vendor performance against cost and quality standards
• Ensure events comply with venue requirements, safety regulations, and HIA policy

Stakeholder Coordination

• Partner with Development on donor facing events, supporting fundraising goals and donor stewardship strategy
• Coordinate with Communications on event promotion, registration, and attendee communication
• Prepare event recaps, budget reports, and post event summaries for the Co-CEO and Executive Team
• Build relationships with host churches, community partners, and vendors across HIA's six-state footprint to support future events

Calendar & Process Management

• Maintain the rolling 12 month events calendar with clear ownership, milestones, and budget checkpoints
• Follow and continually improve standard operating procedures, checklists, and templates for event planning, registration, and on site execution
• Manage event registration platforms and attendee data
• Communicate proactively with the Co-CEO on event status, risks, and resourcing needs, escalating issues early

Qualifications

Required

• 3+ years of event planning or event management experience, including multi-day or multi-location events
• Experience managing event budgets and coordinating vendors, venues, and contracts
• Experience leading event staff or volunteer teams
• Experience managing donor facing or high visibility events
• Strong organizational skills and attention to detail, with the ability to manage several events at once
• Excellent written and verbal communication skills across staff, donors, vendors, and leadership
• Valid driver's license and ability to travel 30 to 40% of the time, including multi-day and overnight travel, across HIA's six-state footprint (Oklahoma, Kansas, Missouri, Colorado, Texas, and North Carolina)

Preferred

• Bachelor's degree in Event Management, Hospitality, Business Administration, Communications, or a related field
• 1+ year of supervisory experience
• Experience with nonprofit, ministry, or faith based organization events
• Certification in event management (CMP, CSEP, or similar), or progress toward one
• Experience with event registration platforms (Eventbrite, Cvent, or similar) and project management tools such as monday.com
• A passion for and alignment with HIA's Christ centered mission

Core Competencies

Successful candidates will demonstrate strength in the following areas:

• Mission Alignment: A passion for and alignment with HIA's Christ centered mission, carried into every event
• Event Execution: Plans and delivers events on time, on budget, and with excellence
• Team Coordination: Leads coordinators and volunteers with clarity and care
• Budget & Vendor Stewardship: Manages event spend and vendor relationships responsibly
• Collaboration: Partners effectively with Development, Communications, Operations, and host churches
• Adaptability: Stays calm and solution focused when plans change on site

Working Conditions & Physical Requirements

The following conditions are representative of those an employee encounters while performing the essential functions of this role. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work Environment

• Based at HIA headquarters, with regular travel to event venues across HIA's six-state footprint
• Standard schedule is 8:30 AM to 5:00 PM, Monday through Friday; evenings and weekends during event cycles
• Travel 30 to 40% of the time, including multi-day travel

Physical Demands

• Ability to lift and move event materials up to 30 pounds
• Ability to stand, bend, and move about event venues for extended periods, including during event setup and teardown
• Ability to travel 30 to 40% of the time, including multi-day and overnight travel

Faith & Character Requirements

In accordance with HIA's mission as a faith-based organization, all employees are expected to affirm and operate in alignment with HIA's Statement of Faith. Candidates must demonstrate a personal, active Christian faith and lifestyle consistent with HIA's values and Code of Conduct. This requirement is a bona fide occupational qualification pursuant to Title VII of the Civil Rights Act.

Acknowledgment

This job description is intended to convey information essential to understanding the scope of the position and is not an exhaustive list of skills, efforts, duties, or responsibilities. HIA reserves the right to modify duties and responsibilities as